Data Import/Invoice Approval - Revision history

Scarpenter at 05:43, 13 October 2017

2017-10-13T05:43:22Z

Dcowan: be careful copy pasting stuff! had a customer literally enter 20107 as a year for the DUE_DATE which broke the world! bloody hell

2017-07-27T03:06:35Z

be careful copy pasting stuff! had a customer literally enter 20107 as a year for the DUE_DATE which broke the world! bloody hell

Scarpenter at 23:51, 7 February 2016

2016-02-07T23:51:44Z

Scarpenter: /* Importing your Data */

2015-06-04T07:51:11Z

‎Importing your Data

Scarpenter: /* Account and Service Notes Data Definition */

2015-06-01T06:59:32Z

‎Account and Service Notes Data Definition

Scarpenter at 04:30, 1 June 2015

2015-06-01T04:30:36Z

Scarpenter: /* Account and Service Notes Data Definition */

2015-06-01T04:29:52Z

‎Account and Service Notes Data Definition

Scarpenter: /* Preparing your Data */

2015-06-01T04:25:46Z

‎Preparing your Data

Scarpenter: /* Preparing your Data */

2015-06-01T04:25:05Z

‎Preparing your Data

Scarpenter: Created page with "= Approving Invoices in Bulk = By default, Emersion limits users to approving up to 1000 invoices at a time via Cumulus. For service providers with customer numbers in the te..."

2015-05-22T06:13:54Z

Created page with "= Approving Invoices in Bulk = By default, Emersion limits users to approving up to 1000 invoices at a time via Cumulus. For service providers with customer numbers in the te..."

New page

= Approving Invoices in Bulk =

By default, Emersion limits users to approving up to 1000 invoices at a time via Cumulus. For service providers with customer numbers in the tens of thousands and higher, this may not be practical. This feature provides an easy and fast way to bulk-approve invoices bypassing Cumulus's usual limitations.

The system utilises the '''Bulk upload processing notification''' event to send a notification with the results of the bulk approval attempt. You must set up this event and enable it before you use this tool.

If the bulk approval is successful, the email notification will advise you when the process is complete.
If the bulk approval is not successful, the email notification will send details of the records that failed to be approved and why.

== Preparing your Data ==

To bulk-approve invoices, you will need to create a CSV data file or you can download the data file below. You will need to extract the csv file and save it.

[[file: xxxxxx]]

Enter the data into the import sheet. Leave no rows blank. You must ensure the data meets all validation requirements. These are contained in the data definition table below. When you submit the data file for import, the system will parse the file looking for errors. If the system finds no errors, the system will import the notes into the system. The file needs to be error-free in order to import the data. In the event errors are found, no data will be imported into Emersion. Review the bulk upload processing notification email, correct the file and try again.

== Importing your Data ==

To access the bulk invoice approval tool:

# Log into Cumulus.
# '''Nav: Admin > Bulk Import > Invoice Approval'''.
# Click the '''Browse''' button and select the csv file containing the list of invoices you want to approve.
# If you want the bulk upload processing notification email to be sent to a different email address than the address defined in the event template, tick the '''Override?''' checkbox and enter an alternative email address. This will only apply for this upload. To change the email address for all future imports or approvals, you will need to change the recipient defined in the event template.
# Press '''Submit'''

The system will validate the data and if no errors are found, the system will approve the invoices. When the notification email is received, the process has been completed.

<strong>'''It is strongly recommended that you check a few random records to ensure that bulk approval process was a success. If you find an problem, you cannot roll back the bulk approval.'''</strong>

You have two options should this occur:

# Manually correct the data.
# Request Emersion fix the errors for you. This can be submitted via [[Support_and_help_from_Emersion#Work_Orders | work order ticket]]. Please include a new csv data file with the records that need to be corrected. Do not include any records that do not need correcting.

== Account and Service Notes Data Definition ==
This section contains a list of the required fields and a definition of what the system considers as valid data.

The fields that will be used within this import file are;
- INVOICE_ID
- ISS UE_DATE
- DUE_DATE

@@ Line 1: / Line 1: @@
-= Approving Invoices in Bulk =
+{{DISPLAYTITLE:Approving Invoices in Bulk}}
-By default, Emersion limits users to approving up to 1000 invoices at a time via Cumulus. For service providers with customer numbers in the tens of thousands and higher, this may not be practical. This feature provides an easy and fast way to bulk-approve invoices bypassing Cumulus's usual limitations.
+This article has been moved to our new home for documentation and help content, the new Emersion Knowledge Base.
-The system utilises the '''Bulk upload processing notification''' event to send a notification with the results of the bulk approval attempt. You must set up this event and enable it before you use this tool.
+We are sorry for the untidiness while we are shifting locations and we appreciate your patience during the transition to out new home.
-If the bulk approval is successful, the email notification will advise you when the process is complete.
+[https://resources.emersion.com/display/EKB/Invoice+Approval Take me to the Emersion Knowledge Base article]
-== Preparing your Data ==
+[[file:new_home_sm.jpg|900px]]

@@ Line 37: / Line 37: @@
 # Request Emersion fix the errors for you. This can be submitted via [[Support_and_help_from_Emersion#Work_Orders | work order ticket]]. Please include a new csv data file with the records that need to be corrected. Do not include any records that do not need correcting.
-== Account and Service Notes Data Definition ==
+== Bulk Invoice Approval Data Definition ==
 This section contains a list of the required fields and a definition of what the system considers as valid data.
@@ Line 44: / Line 44: @@
 |Data field ||Description
 |-
-|INVOICE_ID	||The id of the invoice to be approved. The message can be up to 4000 characters.
+|INVOICE_ID	||The id of the invoice to be approved. This must belong to one of your children accounts.
 |-
-|ISSUE_DATE     ||This cannot be a past date. Must be in the date format DD/MM/YYYYY.
+|ISSUE_DATE     ||This cannot be a past date. Must be in the date format DD/MM/YYYY.
 |-
-|DUE_DATE	||The invoice due date. This date cannot be in the past and can not be before the issue date. This must be in the date format DD/MM/YYYYY.
+|DUE_DATE	||The invoice due date. This date cannot be in the past and can not be before the issue date. This must be in the date format DD/MM/YYYY.
 |}

@@ Line 12: / Line 12: @@
 To bulk-approve invoices, you will need to create a CSV data file or you can download the data file below. You will need to extract the csv file and save it.
-[[file: bulk-invoice-approval-template.zip]]
+[[media: bulk-invoice-approval-template.zip]]
 Enter the data into the import sheet. Leave no rows blank. You must ensure the data meets all validation requirements. These are contained in the data definition table below. When you submit the data file for import, the system will parse the file looking for errors. If the system finds no errors, the system will import the notes into the system. The file needs to be error-free in order to import the data. In the event errors are found, no data will be imported into Emersion. Review the bulk upload processing notification email, correct the file and try again.

@@ Line 44: / Line 44: @@
 |INVOICE_ID	||The id of the invoice to be approved. The message can be up to 4000 characters.
 |-
-|ISSUE_DATE     ||If this is left blank, the default date of issue will be used. Must be in the date format DD/MM/YYYYY.
+|ISSUE_DATE     ||This cannot be a past date. Must be in the date format DD/MM/YYYYY.
 |-
-|DUE_DATE	||If this is left blank, the original invoice due date will be used. This must be in the date format DD/MM/YYYYY.
+|DUE_DATE	||The invoice due date. This date cannot be in the past and can not be before the issue date. This must be in the date format DD/MM/YYYYY.
 |}

← Older revision		Revision as of 04:30, 1 June 2015
Line 48:		Line 48:
	\|DUE_DATE \|\|If this is left blank, the original invoice due date will be used. This must be in the date format DD/MM/YYYYY.		\|DUE_DATE \|\|If this is left blank, the original invoice due date will be used. This must be in the date format DD/MM/YYYYY.
	\|}		\|}
		+
		+	== The Bulk upload processing notification event ==
		+
		+	Most of the bulk upload tools utilise the '''Bulk upload processing notification event''' to send a notification containing the results of the import attempt. An event template must be created and the event must be enabled before the import tool can be used.
		+
		+	= See Also =
		+
		+	* [[Events\|Events]]

@@ Line 27: / Line 27: @@
 The system will validate the data and if no errors are found, the system will approve the invoices. When the notification email is received, the process has been completed.
 <strong>'''It is strongly recommended that you check a few random records to ensure that bulk approval process was a success. If you find an problem, you cannot roll back the bulk approval.'''</strong>
@@ Line 33: / Line 35: @@
 # Manually correct the data.
 # Request Emersion fix the errors for you. This can be submitted via [[Support_and_help_from_Emersion#Work_Orders | work order ticket]]. Please include a new csv data file with the records that need to be corrected. Do not include any records that do not need correcting.
 == Account and Service Notes Data Definition ==